Rally Reimbursement Policies and Guiding Principles

Recently, the Executive Board has been reviewing several instances in which club members have had mitigating circumstances, primarily related to health, family or mechanical motorhome failures enroute to a rally resulting in a last minute cancellation and withdrawal from the rally. Since we are a social, non-profit organization and can empathize with our club members’ ill fortune, bad luck, bad karma, etc., the following policies will be implemented for the remainder of the 2017 Great Lakers’ rally season and solely for rallies being hosted by the GMC Great Lakers Motorhome Club, Inc.

  1. If a club member has paid the rally fee and it was received by the rally host prior to the rally registration deadline but he or she decides to cancel, the member must contact the rally host a minimum of seven (7) days before the rally start date in order to receive the rally fee refund. Any cancellations after the registration cutoff date will be prorated for nonrefundable fees. If the campground reservation and payment was not included in the rally fee, the club member is responsible for contacting the campground to cancel his reservation.
  2. A club member that has paid the rally fee and it was received by the rally host prior to the rally registration deadline will be reimbursed 50% of the rally fee IF the member must cancel less than seven (7) days before the rally start date and the cancellation is due to a health issue or mechanical motorhome failure enroute to the rally. If the campground reservation and payment was not included in the rally fee, the club member is responsible for contacting the campground to cancel his reservation.

Item 1 (above) is the same policy that appears in the Great Lakers’ newsletter under the Rally Schedule.

Item 2 (above) addresses the unexpected, last minute cancellation in which the club member has every intention of participating in a rally, has paid the rally fee, the rally fee was received by the rally host by the registration deadline but due to unforeseen circumstances relating to health or a mechanical failure, at the last minute, makes it impossible for the member to attend the rally. Item 2 is an interim policy in effect for 2017 and will be reevaluated at the end of the year.

It is imperative that the completed rally reservation form and rally fee is sent to the rally host as soon as possible once a member decides to attend the rally and NO LATER THAN the date specified on the registration form. The rally host must make commitments to caterers, etc. and the headcount is important! Please be considerate to the rally host since he/she is planning your party!

Typically, the rally host will attempt to welcome members upon their arrival at the rally and give them the rally information packet. When you arrive and the rally host has not visited your campsite after a couple of hours, please contact the rally host and let him/her know you are on site. This will insure you receive the information packet containing the daily schedule including meal serving time and location.

Based on several comments made during the Harrison Lake rally, I would encourage the rally hosts to include the GPS coordinates of the campground or rally site on the rally registration form. Without the Harrison Lake campground GPS coordinates those using the Harrison Lake address on their GPS were directed to the boat launch rather than the campground.

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